Office Administrator

Essential Duties and Responsibilities

• Promotes, leads, and adheres to a culture of safety awareness and engagement in compliance with the company’s safety policies.
• Ensures that all administrative and clerical needs within the facility are being met in accordance with specified professional standards as prescribed by company management.
• Leads the coordination of employee engagement activities and meetings, as well as compose team communications through various platforms (quarterly meetings, workplace postings, etc.).
• Affords assistance with the processing of onboarding activities including ensuring pre-employment paperwork is completed, organizing orientation paperwork, reserving rooms, generating communications.
• Maintains office procedures, systems, workflow, and resolves office concerns.
• Maintains a working knowledge of all office equipment/systems for problem resolution and assisting employees (Microsoft Outlook/Teams, HSI and Salesforce).
• Maintains physical aspects of the office space in an effective manner, managing the maintenance and organization of the environment, collaborating with Maintenance and IT teams, when necessary.
• Manages the employee process including scheduling interviews, onboarding details.
• Manages the employee uniforms process in coordination with the Industrial and Lab departments.
• Manages office supplies inventory and procurement of necessary equipment, materials, or items for the office.
• Processes invoices in accordance with established procedures and serves as point of contact for internal and external questions concerning invoicing.
• Welcomes guests and customers by cheerfully greeting them, in person or on the telephone, answering or directing inquiries.
• Coordinates lunch ordering for company.
• Sorts, distributes, processes incoming and outgoing correspondence (i.e., mail, letters, memos, proposals, dictation tapes, reports, and presentation assembly, binding, collate, file, photocopying, expense statements, etc.).
• Filings financial reports in a timely manner in accordance with preferences (i.e., paper files, binders, electronic, etc.).
• Completes administrative support required by the plant HR and Plant Manager, including word processing, creating spreadsheets, arranging appointments, running company errands, and coordinating travel needs.

Secondary Duties

Other duties as assigned.

Qualifications

• Requires developed office skills, computer experience and competence in using current office software.
• Advanced knowledge of Microsoft Office (including Word, Excel, Access and e-mail) required.
• This position requires a high level of multitasking in a fast-paced environment while maintaining excellent customer service.
• Ability to organize and prioritize assignments to meet deadlines required.
• Demonstrates a high degree of self-motivation and initiative.
• Must be adaptable and flexible in dealing with a variety of priorities and people.
• Must be comfortable working in ambiguous and/or stressful situations.
• Maintains confidentiality of information.
• Excellent organizational and leadership skills.
• Familiarity with office management procedures and basic accounting principles.
• Must be detail oriented with the ability to think clearly and multitask in a fast-paced environment.

Education and/or Experience

• Bachelor’s Degree or equivalent experience of minimum 3 years’ experience in an office environment and/or working on an HR team.
• Experience using a CRM system, preferably Salesforce.

Communication Skills

• Outstanding communication and interpersonal abilities.
• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
• Ability to write reports, business correspondence, and procedure manuals.
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Physical Demands

• While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel.
• The employee frequently is required to talk or hear.
• The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.